Certification & Skills

Certification and Skills

What’s new?

This release contains several enhancements to improve certification management. They are designed to help you quickly make decisions given the specialized skills and certifications required for a job. Recertify and renew on time, and source the right crew for a job as soon as the service is added to an opportunity.

Key Features:

• Improve Visibility: Ensure certification requirements are front and center by viewing required certifications and skills at the opportunity service and work ticket levels. This supports more informed resource planning and helps align job requirements with available personnel.

• Manage in Bulk: We have added several ways to add certification details in bulk to Aspire Cloud:

  • Contact Bulk Action: Add or update certifications/skills for multiple contacts simultaneously.

  • Template Upload: Use the new Certifications template to import or modify certification and skill information for employees and subcontractors in bulk.

Requirements

This section outlines the permissions needed to use some of the enhanced features specified in this article:

• Admin

  • System Administration  -  enable to add new skills and to add services to certifications and skills.  

  • HR Admin - use to add certifications and skills to contacts in bulk.

• Contacts

  • Imports - to import certifications and skills for contacts.

  • Edit All Contacts - to add certifications to individual contacts and in bulk.

  • Edit My Contacts - to add certifications and skills to contacts under your management.  

Adding services to a skill or certification

To see certifications and skills appear on the service details page under an Opportunity or Work Ticket, the service(s) must first be added to the certification or skill by an administrator.

With a system admin permission enabled under your user role you can add services to a specific certification or skill by taking these steps:

1. Go to System Settings > Administration > Application > Lists > Certifications and Skills (formerly certifications).

2. Select a certification or skill.

3. Use the dynamic Service(s) search to add active/inactive services (e.g., EN- Draining Services).

   1. Above the search bar to the right is the filter to Show Active Services Only.

4. Select Save after you’ve added all of the services you want to associate with the certification or skill.

Each service includes and can be search by the division code (e.g., EN -Draining Services).

Services: Viewing certification and skills

After associating a service or skill with services, you can view them on the Service Details page of opportunities and on the work tickets page.

Adding certifications and skills to contacts in bulk services

You can add certifications and skills in bulk on the advanced search contact page by following these steps:

1. Select Contacts from the Main Menu.

2. Select the More Actions three dot menu after selecting your contacts.

3. Designate the Certification or Skill Type and the Effective Date. You can optionally add an expiration date.

4. Save.  

   

   
   

   Keep in mind:

   • You must have an HR admin role permission and an Edit All Contacts or Edit My Contact role permission to use this bulk action.

   • You will see a blue informational pop-up appear listing the contacts that could not be updated after you have saved the changes. If three more contacts could not be updated, you will see a message stating that some contacts could not be updated.

   • If you have limited branch access because enhanced branch security applies to your user role, you will only be able to associate services to certifications and skills within the branches you have access to.

   • The  certification field can be displayed, grouped, filtered, and sorted on the contact advanced search page.

Contacts: Viewing certification and skills

After adding a certification or skill for contacts, it will appear under the Certification and Skills section of a contacts’ page and the contact advanced search page.

When OSHA 30 training is applied as a certification/skill, it will immediately appear on ALL opportunity service screens for the service to which the training is added.

Importing certifications and skills

Take the following steps to import certifications and/or skills for contacts in bulk using the Contact Certifications and Skills import template:

1. Go to System Settings > Administration > Application > Imports.

2. Select Contact Certifications and Skills from the Import Type menu.

3. Download the example.

4. Fill out these required fields:

Keep in mind:

• You can add these optional fields: Certification Number and Expiration Date.

• One certification per row (even for the same contact). Furthermore, delimiters should not be used  for multiple entries.